General ledger, day book, bank and cash books
See every posting on an account with its running balance, all the entries of one day, and the money in and out of each bank and cash account, each tied to the books.
These four reports show the postings themselves, not totals. They read the same posted journal entries as the financial statements, in AED, so the closing balance of an account in the general ledger is always its balance in the trial balance on that date. Drafts are never in them.
Open Reports in the main menu and click the tab of the report.
General ledger#
The General Ledger Report lists the postings on your accounts between From and To. It opens on the last twelve months.
- Choose 1 one account, or All Accounts.
- Set 2 the period with From and To.
- Each account is a line with its code, name and type, the number of postings (txns) and its balance at the end of the period. Click 3 an account to open it.
An open account shows:
- Opening Balance: the balance on the day before the period starts.
- One row per posting: Date, Journal #, Description, Debit, Credit and the running Balance. Balances carry Dr or Cr.
- Period Totals: the debits and credits of the period and the closing balance.
A posting in a foreign currency also shows the currency amount and the rate. An entry that was reversed is marked reversed, and the entry that reversed it reversal: together they add up to zero.
Open a journal entry#
Click 4 a journal number to open the Journal Entry Details panel: the Entry Number, Date, Status, Reference and Description of the entry, and its Journal Lines, every account it debits and credits, with the Total.
This is how you find the other side of a posting. In the picture, a payment from petty cash debits Accounts Payable: it paid a supplier's bill. To correct an entry, see Journal entries: a posted entry is never changed, it is reversed.
Day book#
The Daily Transactions Report shows every journal entry posted on one Date, in the order they were posted: its number, status and description, and its lines with Account, Debit and Credit.
1 The date. 2 Each entry with its number, and 3 its lines.
Use it to review what was booked on a day, for example after a busy day of invoicing or before you close a month.
Bank book#
The Bank Transactions Report has one table per bank account (the credit card accounts you keep in Banking too) for the period between From and To. It opens on the last twelve months.
Above each table: the bank and account name, the last digits of the account number, the currency and the account in your chart of accounts that holds it. Each table has:
- Opening Balance, then one row per posting: Date, Entry Number, Description, 2 Particulars (the other accounts of the entry, for example Accounts Payable for a payment to a supplier), money in, money out and the balance in AED.
- For an account in a foreign currency, 3 a last column with the balance in that currency, and the currency amount of each posting in brackets.
- Total at the bottom of the table.
1 Closing balance = GL balance in green confirms that the book adds up to the balance of the account in the ledger. Under the last table, 4 the closing balance per currency and the Total in AED.
Cash book#
The Cash Transactions Report works the same way for your cash: the cash accounts in Banking, cash on hand and petty cash. Use it to check a petty cash box against the money in it, or to see every cash payment of a month.
The bank and cash books show what is in your ledger. To compare a bank account with the bank's own statement, use bank reconciliation.